Academic Program Administrator (Lifelong Learning)

The Whiting School of Engineering's is seeking an Academic Program Administrator who will be responsible for planning, coordinating, and overseeing all logistical aspects of course deliveries, including scheduling, instructor coordination, budgeting, and learner communications for Executive and Professional Education programs within the Whiting School of Engineering. The role supports seamless program deliveries and high-quality experiences for participants, instructors, and stakeholders across in-person and virtual formats.

The Academic Program Administrator carries out administrative and financial tasks for the assigned academic program. This position is responsible for overseeing all aspects of day-to-day administration of an academic program; this includes student admission, registration, training and grant administration.

Specific Duties & Responsibilities

General Program Administration

• Develop and implement processes, procedures, and systems. May include course scheduling system, student and faculty database, faculty contracts, payroll processing.
• Work closely with program director or department chair in establishing program course schedules
• May participate in developing marketing materials, brochures, catalogs, requiring planning, coordination, knowledge and understanding of the academic program.
• Represent the program in administrative matters. May include issues pertaining to space, facilities, technology, student information system, classroom support.
• Develops various program reports (budget and non-budget).
• Oversee and monitor program expenditures. Contribute to program budget development and projections.
• Manage applicable aspects of accreditation for undergraduate and graduate programs.
• Responsible for regulatory compliance with state board and other related agencies' requirements.
  
  

Fiscal Administration

• Reconcile, maintain, and project departmental budgets (operating, carry-forward, fellowship, teaching assistantship, sponsored projects, discretionary, restricted, and faculty research budgets).
• Verify and process all departmental check requests, travel reimbursements, invoices, and fund transfers.
• Onboard faculty and coordinate payment through their home department.
• Process fellowship fund dispersal for undergraduate and graduate students.
• Procure computers, equipment, and supplies for office, classroom, events, and faculty research.
  
  

Academic Support

• May assist with undergraduate and graduate student admissions (acquire student applications from Slate, process applications within the department, notify potential students of admission status, submit accepted applications to the Admissions Office, and communicate with incoming students regarding JHU requirements before registration eligibility).
• May oversee and graduate student paperwork (communicate with and complete forms for the Graduate Board to ensure students receive their advanced degree, non-resident status, or a leave of absence). May manage and process undergraduate and graduate student applications for teaching assistantships and research fellowships.
• Manage course planning, course scheduling, course changes and complete cross-listing requests.
• Coordinate academic events (communicate and coordinate with departmental guests to arrange accommodations and meals, work with caterers for event planning.
• Communicate with OIS on visa issues for faculty, visitors, and students.
• Manage listservs and circulate relevant information.
• Exercise independent judgment and apply knowledge of administrative and academic operating policies to support student success.
• Provide excellent customer service to students by relating program information and resources.
• Assist students with administrative tasks and issues, like fulfilling school-wide requirements.
• Other duties as assigned.
  
  

Human Resources Support

• Process all new hires, bonus supplements, position creation, position changes and termination for all faculty, undergraduate and graduate students.
• Assign students to appropriate tax-related stipend positions.
  
  

In addition to the duties described above

• Develop and manage program budgets, ensuring targeted profit margins are met by tracking expenses and instructor compensation.
• Oversee program enrollments from registration to completion to ensure learner payments are collected, appropriate course access is granted, and certificates are rewarded.
• Coordinate all logistics for courses and programs, including venue setup, catering, technology readiness, and materials distribution.
  
  

Minimum Qualifications

• Bachelor's Degree
• Three years progressively responsible experience in program administration in an academic environment
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.
  
  

Preferred Qualifications

• Self-starter with a high degree of accountability and ownership for outcomes.
• Experience with Asana or other project management tools.
  
  

Technical Qualifications & Specialized Certifications

• General knowledge of SAP (ECC, Analysis, and Shopping Cart), Concur, JHED, Slate, Canvas and Microsoft 365 (Word and Excel)
• Experience with SIS (DGA, Advisor Dashboard, Administrator Dashboard, and CLSS)
  
  

On Call Or Non-standard Work Hour Requirements

• Occasional early morning or evening hours required during program delivery weeks and special events.
  
  

Classified Title: Academic Program Administrator

Role/Level/Range: ACRP/03/MC

Starting Salary Range: $48,000 - $84,100 Annually (Commensurate w/exp.)

Employee group: Full Time

Schedule: M-F, 37.5 hrs wkly

FLSA Status: Exempt

Location: Hybrid/Homewood Campus

Department name: EP Personnel

Personnel area: Whiting School of Engineering